QuickBooks Online Integration

QuickBooks Online Integration

Overview

Helcim automatically syncs with your QuickBooks Online account, pulling in due invoices, sending them to your clients for payment, and syncing transaction data back to your QuickBooks account. It lets you get paid through Helcim’s affordable rates, while making sure all of your account receivables are accurate in QuickBooks.

Things to Know Before You Connect

If you have invoices and/or customer data in both QuickBooks Online and Helcim, please read the following.

Invoice Data

QuickBooks Online invoices you wish to import should not have invoice numbers that match any current existing invoice numbers in your Helcim account. If an invoice number for a QuickBooks Online invoice matches Helcim, importing that invoice from QuickBooks Online will fail.

Upon import, Helcim will create an invoice using the invoice number that is passed from QuickBooks Online.  

QuickBooks Online invoices and Helcim invoice numbers are generated based on a sequence that can be manually created, or automatically generated based on your preference.

Alternatively, if you have the same invoice in both systems but they have different invoice numbers, Helcim will import those invoice as new.  This could result in duplicate invoices in Helcim.  To avoid these scenarios follow the below guidelines:

1. When onboarding, only import your existing invoices from QuickBooks Online  if they do not already exist in Helcim.

2. Before connecting, decide on an invoice number sequence that works for you and update this in QuickBooks Online to match.  This sequence should differ from your existing invoice sequencing in Helcim to avoid duplicating an invoice number.

Customer Data

When a new invoice is imported from QuickBooks, the linked customer on the invoice will be created in your Helcim account. Only customers that are attached to QuickBooks invoices will be imported into Helcim.

If you have the same customer profile existing in both QuickBooks and Helcim, the first time this customer is imported from QuickBooks, it will create a duplicate customer.  You can merge these customer profiles within Helcim.

Note

Please ensure the QuickBooks generated customer is set as the ‘primary’ customer to ensure future invoices are linked correctly

Going forward any invoices imported from QuickBooks will be linked to the newly created customer.

To merge a customer:

• Navigate to Customers on the Helcim platform

• Once on the Customer List, navigate to the upper right corner and click on Merge Customers

• Identify the customer imported from QuickBooks and select that customer as the Primary customer

• Select the secondary customer

• Merge

Setting Up Your Integration with QuickBooks Online

To start accepting payments for QuickBooks Online  invoices with Helcim, sign in to your Helcim account. If you do not have a Helcim account, you can create an account for free, with no set up or monthly fees. Get started today!

Once you have signed into your Helcim account, you can activate the QuickBooks Online  integration by following these six steps:

1. Click on All Tools from the top left hand corner of your dashboard, and navigate to Accounting Center underneath Merchant Tools

2. Select QuickBooks Online

3. Select Connect to QuickBooks Online

4. Sign in, and select the company you want to connect

Note

The connection with QuickBooks Online and Helcim is a one-to-one relationship, meaning one QuickBooks Online company to one Helcim account.

5. Complete the integration onboarding wizard with the following options:

Select Account

• Select the account from your imported chart of accounts for your transactions to be recorded.

• This does not affect the bank account that you selected during your Helcim account setup, where you will receive deposits.  This selection is where your customer payment transactions will be recorded when exported to QuickBooks Online.

• This account will be applied to all of your payments exported to QuickBooks Online.
  

Import Unpaid Invoices from QuickBooks Online to Helcim

• This is your opportunity to import any unpaid invoice you have in QuickBooks Online.  

• The customers on all of these invoices will also be imported,  creating a new customer profile in the Helcim Customers section of your account.

Emails to Your Customers

• You can choose, with this setting, to have invoices sent directly to your customer at the end of the day (10 pm MST).

  • Alternatively, you can send invoices directly to your customers through Helcim using Pay Now Buttons.

• The default email template can be modified through your Helcim email settings.

• Emails will only be sent for the invoices that you created that day. If you plan to edit your invoices throughout the month, you can indicate in QuickBooks Online to not send the invoices you’d like to continue to edit.  

• You can indicate in QuickBooks Online that you would like to send an invoice later instead of immediately, by checking the “Send later” box, before saving your invoice.

  • Create new invoice in QuickBooks

  • Before saving the invoice, select Send later

You’re ready to start using the integration!

Limitations

Fee Saver - If you use the Helcim Fee Saver feature to collect payments on your imported invoices, the amount on your original invoice may not match the amount of the transaction. To ensure consistency between the original invoice amount and the transaction total, consider processing imported QuickBooks invoices without enabling Fee Saver.

Refunds - Refunded transactions from within Helcim will not be exported to your QuickBooks Online account. These must be created manually within Quickbooks Online.

Deposits - QuickBooks Online invoices with a deposit amount will not be imported. If your invoice includes a deposit amount, consider creating a separate invoice in QuickBooks without a deposit to ensure it can be successfully imported into Helcim for payment processing.

Different Currencies - invoices that feature a currency different from the core currencies on the Helcim account will fail to import.

Multi-Currency Note

Please note that Multi-Currency is only available for Canadian Merchants who are set up to accept credit card payments in both CAD and USD. If you want to accept payments in USD but have not yet set this up on your Helcim account, please contact our support team here by opening a Support Ticket in your Helcim account. Multi-Currency is not available for ACH payments.

Using your Integration

1. Create your invoices as you normally would in QuickBooks Online.  

   • As you create invoices in QuickBooks Online , they will be automatically imported to Helcim.  

   • Any updates you make to these invoices will also be updated in Helcim.

2. When you’re ready to receive payment on your invoices, sign in to Helcim and collect payment through the Helcim platform.  

   • Here are some ways you can collect payments:

     • Pay Now Invoicing

     • Virtual Terminal

     • Alternate integrations with Helcim

3. Once your customer has paid for the invoice, this payment will be linked to the invoice in QuickBooks Online and record this payment in QuickBooks Online.